Admin Asst Senior/Intermediate Healthcare

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Department of Obstetrics & Gynecology is seeking a qualified candidate to provide a full range of administrative assistance and high-level support to multiple OBGYN faculty leaders engaged in a global health project. This project engages University of Michigan faculty in training, education, and clinical activities to support the development of OBGYN training programs in Rwanda, East Africa.

The qualified candidate will be an integral partner for our faculty's complex administrative needs. This position will support the University of Michigan OBGYN faculty with leadership roles in the CIRHT (Center for International Reproductive Health Training)-Rwanda project.

This role requires a willingness to tackle challenges involved in providing administrative support for international projects, including coordinating meetings across time zones and supporting international budget reimbursements. Respectful communication with partners from different countries and cultures is essential.

Of note, no international travel is expected in this role.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Responsibilities*

Administrative Support

• Work with division, department and Medical School to ensure departmental and school deadlines are met
• Write memos and letters on behalf of the faculty
• Manage, submit and track expenses and reimbursements
• Maintain confidential documents; file, copy, scan, and mail documents and materials as needed
• Transcribe dictated letters, manuscripts, grants and other deliverables
• Order necessary office supplies and equipment and draft routine correspondence
• Maintain curriculum vitae for faculty, including bio sketches
• Set agendas, secure room reservations and catering for faculty events/meetings
• Organize, plan and conduct various events as requested
• Help create and maintain orientation materials for new faculty

Calendar And Meeting Management

• Maintain calendars in Microsoft Outlook and facilitate timely schedule
• Coordinate arrangements for on- and off-site meetings, trainings and conference calls
• Plan annual retreats and other special events hosted by faculty leaders
• Prepare agendas, take detailed meeting minutes and distribute materials for various meetings

Comprehensive Travel Support

• Make travel arrangements and itineraries for faculty, visiting speakers and faculty recruits
• Ensure that documentation is up to date for international travel i.e. Visas, letters of invitation, etc.
• Arrange transportation, hotel accommodations, and conference registration.

Required Qualifications*

Senior Level

• Bachelor's degree or equivalent combination of education and experience.
• At least 4 years of progressively responsible professional experience
• Previous experience providing administrative support, preferable in an healthcare setting.
• Excellent attendance and punctuality
• Must be able to work independently as well as part of an integrated team.
• Proven ability to effectively prioritize, multitask, and adapt as priorities shift.
• Excellent organizational skills and attention to detail, deadlines, and policy compliance
• Must be proficient in Microsoft Office applications

Intermediate Level

• Bachelor's degree or equivalent combination of education and experience.
• At least 2 years of progressively responsible professional experience
• Excellent attendance and punctuality
• Must be able to work independently as well as part of an integrated team.
• Proven ability to effectively prioritize, multitask, and adapt as priorities shift.
• Excellent organizational skills and attention to detail, deadlines, and policy compliance
• Must be proficient in Microsoft Office applications

Desired Qualifications*

• Previous experience working in an academic medical institution or similar setting
• Previous experience providing administrative support to leaders and/or faculty
• Familiarity with LEAN processes and principles
• Knowledge of Michigan Medicine?s policies and procedures is a plus
• Proven ability to build professional relationships with faculty is desired.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.